How to create debit note in Wafeq



A debit note is used to document a financial deduction owed to you by a supplier, whether due to a bill error, returned goods, or a discrepancy in quantity or quality.

Wafeq helps you create this note and link it to the purchase order while entering all the required details. This guide walks you through the steps in detail.

Creating a Debit Note

To create a debit note, go to Purchases from the main menu, select Debit Notes, then click the Create button.



Enter the debit note details as follows:

• Debit Note Number: Enter the unique identifier for the debit note to make it easier to track and reference later.
• Supplier: Select the supplier related to the debit note.
• Currency: Choose the payment currency. The system displays the default currency, but you can change it if the related debit note uses a different one.
• Date: Select the issue date of the debit note.
• Purchase Order: If you want to link the debit note to an existing purchase order in the system, enter its number here.
• Project: Select the project related to the debit note to track expenses by project.
• Description: Enter the reason for requesting the refund amount in this debit note.
• Account: Select the account based on the deduction reason to ensure accurate recording. This determines the accounting impact of the debit note, such as recording it under Purchase Returns or Discounts.
• Quantity: Specify the quantity of product or service that is being included in the debit note, if applicable.
• Amount: Enter the amount you’re claiming in the debit note.

You can also click the following options:

• Item: Choose one of your inventory items to include in the debit note.
• Cost Center: If the debit note is linked to a specific cost center, select it from the dropdown list.
• Tax Rate: Click to select the applicable tax rate.
• Discount: Click to apply a discount to the item.



Handling VAT in a Debit Note

In Wafeq, you can specify whether the prices you enter in the debit note are inclusive or exclusive of VAT.

To do this, use the dropdown menu located above the item lines in the debit note form:

• Price includes VAT: This means the amount you entered already includes VAT.
• Price excludes VAT: This means the amount you entered is before VAT, which will be added on top.



Adding or Removing Items in the Debit Note

You can add new items by clicking Add Item, and remove any line by clicking the three dots next to it and selecting Remove.



Notes

Notes: Enter any remarks or additional information related to the debit note.



Once you’ve entered all the debit note details, here are the main actions you can take:

• Save: Use this to save the debit note and finalize it.
• Save as Draft: Choose this if you're not ready to finalize it yet; you can return and edit it later.
• Print / Download: Click to preview the debit note as a PDF or print a hard copy.
• Attachments: Click here if you want to upload a file or image related to the debit note.





Actions Available on a Saved Debit Note

After saving the debit note in Wafeq, you can perform several actions on it.

To do so, click on the desired debit note from the "Debit Notes" list, making sure the view mode is set to Table View.



You’ll find action buttons that allow you to do the following:

• Delete: Use this if the debit note is no longer needed.
• Print / Download: Print the debit note or download it as a PDF file.
• Change Status: Update the debit note status (e.g., from “Draft” to “Approved”).
• Send: Send the debit note to the supplier via email or WhatsApp.
• Edit: Make changes to the debit note after saving, if needed.



To perform bulk actions on debit notes, select the desired notes using the checkboxes next to each one, then carry out the required action, such as deleting or changing their status.



Debit Notes List

The Debit Notes list gives you a complete overview of all the debit notes you’ve created. From here, you can quickly review, filter, and take action on them:

• Search Bar: Type a keyword (e.g., debit note number, supplier name) to filter and find specific notes.
• Sort: Click to sort notes by date, supplier name, amount, and more.
• Filter: Use filters to narrow down results by status (e.g., Draft, Sent), time period, supplier, or project.
• Export: Download the list of debit notes in your preferred format, such as CSV or Excel.